Chief Administrative Officer

Overview

PRIMARY FUNCTION:

The Chief Administrative Officer is responsible for the financial, human resources, compliance, safety, and risk management operations of the agency. This position functions as a member of the Senior Leadership team, integrally involved in development of organizational strategies.

 

This includes preparation of the annual budget, monthly budget vs. actual reporting, cash flow analysis and income and expense grant allocations and reporting.  The Chief Administrative Officer is also responsible for preparation for and representation at the annual outside audit, and review of subsequent audit reports and Federal tax and State regulatory filings.  This position reports directly to the Chief Executive Officer.  Position provides reporting for and attends finance, safety and investment committee meetings and board of trustee meetings.

Responsibilities

KEY ROLES (Essential Job Responsibilities):

Accounting/Finance

• Directs all aspects of the accounting and finance functions, in accordance with generally accepted accounting principles, applicable laws and regulations, and sound practices. Oversees cash, investments, endowments, and asset management.
• Promotes the financial well-being of the agency through budget management and protection of all financial assets.
• Ensures timely financial and other reports to assist the CEO, other senior executives, and the Board of Trustees in performing their responsibilities.
• Analyses financial performance and trends, and leads financial planning for the agency, including annual budgets and long-term plans.
• Meets annually with the outside auditors and the Audit Committee of the Board of Directors to review the annual audit and 990 tax return.

• Create, implement, and maintain fiscal policies and internal controls to ensure best practices.
• Work in partnership with resource development staff to ensure appropriate tracking and reporting of funds, gifts, and other revenue sources.
• Create, implement, and update the WBGC’s Financial Policy and Procedure Manual. Work to recommend the development of new procedures or the modification of existing procedures to ensure proper internal controls and management of risk.
• Supervise the Database Manager to identify and maintain the Club’s CRM’s for program registration, membership, gift processing and financial accounting.

 

Human Resources/Safety/Training

• Supervise the Director of Safety & Leadership Development who is responsible to plan, direct and monitor day-to-day human resources policies and practices concerning employment, recruitment, compensation, payroll, and benefits.
• Oversees the organization’s Diversity, Equity & Inclusion initiatives with the Director of Safety & Leadership Development.
• Build strategies to improve team member engagement aimed at increasing retention.
• Establish a progressive and proactive wage structure, pay policies and practices concerning employment and recruitment, compensation, and benefits.
• Oversee WBGC’s team member benefits portfolio and competitively bid products and services to assure cost-effective rates and coverage.
• Oversees the development and implementation of safety programs designed to reduce and eliminate employee workplace injuries. Manages workers’ compensation claims, filings, and procedures. Assures timely communication with appropriate management team members and the Workers’ Compensation insurance provider.

 

 

Compliance

• Responsible for implementing a compliance program to assure agency compliance with all legal duties, contract obligations, accreditation and licensing standards, certifications, and other agency policies.
• Communicates the compliance program to employees and establishes a training process regarding compliance issues, including the consequences of non-compliance and the obligation and method to report prohibited conduct.
• Implements a confidential system for employees and others to seek guidance on business conduct issues, and to report suspected violations of the agency’s codes of ethics. Enforces a “no retaliation” policy toward those who report suspected violations.
• Serves as primary contact for compliance issues and oversees investigation of any alleged violations. Promptly reports any such allegations involving the CEO, and any allegations related to accounting or financial reporting, to the Audit Committee of the Board of Trustees.
• Reports annually to the Finance Committee of the Board of Trustees regarding the compliance program.

 

Overall

• Provides leadership to build and foster a positive culture of excellence and teamwork which promotes employee engagement at all levels.
• Participates with other executive staff and Board in formulating and updating the agency’s strategic plan.
• Prepares an annual plan and budget and is accountable for achieving goals and operating within budget.
• Ensures compliance with organization policies, procedures and safety standards and maintains Department of Labor, other legal and regulatory standards, and Wakeman Boys & Girls Club codes of conduct.
• Performs other duties as needed for the benefit of Wakeman Boys & Girls Club.

 

ADDITIONAL RESPONSIBILITIES

• Directly or indirectly supervise all personnel within functions described above.
• Oversee administrative and human resources tasks including acting as the liaison between our HR consultants, benefits vendors and staff; office and building issues as they arise; IT needs, building and equipment leases and other tasks as needed.
• Train clubhouse staff in proper procedures regarding cash receipts, accounts payable, accounts receivable, and budgeting as needed or requested.
• Attend meetings of Executive Committee, Board of Trustees, Unit Boards, Investment Committee, Finance Committee, Compensation Committee in an advisory role, as requested.

Qualifications

SKILLS/KNOWLEDGE REQUIRED:

• Bachelor's degree from an accredited college or university in accounting, finance, business administration or related field.
• Strong background and knowledge of accounting, finance, human resources, insurance, safety, and training.
• 5-7 years of non-profit based accounting, budgeting, financial management and analysis experience,

including 2-3 years in a leadership capacity.

• Demonstrated ability to organize, direct and coordinate operations in personnel supervision; the recruitment and retention of key personnel; facilities management; and budget management.
• Strong organization and analytical skills.
• Ability to interact professionally with Club staff, Board members, volunteers, and other related agencies.
• Experience with state and federal funding and private foundation grants financial management including budgeting and reporting.
• Strong computer aptitude, experience and proficiency in Microsoft Excel and Word.
• Excellent communicator with ability to present financial and other data analysis and findings in both verbal and written formats in layman’s terms to management, board members, program and development staff, external constituencies, etc.
• Demonstrated ability to plan, set priorities, lead in multiple areas of responsibility, motivate colleagues and maximize impact in an environment of limited resources.